(Transactions >> Sales >> Subscription Billing Contract Entry)
2. Enter or select a contract number using the Contract Number Lookup or accept the default entry.
• On the Contract Number Lookup window you can limit your search to active contracts only by checking the checkbox for Include Active Contract only.
3. If a change needs to be made to the contract number format you can select Contract Numbering from the Additional menu or CTRL+N which will take you to the Subscription Billing Setup Options window.
A unique contract number can be entered here but depending on the format Subscription Billing may not be able to increment it.
4. Enter the Customer ID.
Information from the customer record such as address, salesperson, sales territory, commission, payment terms, currency id, distribution account numbers, etc. will be used to create the invoice. Commission is calculated on the invoice
total only. All setup for Currency ID
will be done in the Dynamics GP
multicurrency windows (Tools >> Setup >> Financial >> Multicurrency).
5. To group your recurring contracts into different classes, enter a contract class.
6. Accept the default Site ID or select a different one. 7. If desired, enter a PO Number and the PO Date.
8. In the General tab, select a contract status. Contracts with a status of Inactive or Hold will not be billed.
9. Select the Currency ID if you want to use different currency for the contract.
The currency fields will be formatted using the currency selected for the contract. If a currency has not been selected for the contract, the functional currency will be used.
10. The Contract Summary fields will be populated based on the information entered for the line items.
• The frequency field will be populated with the most granular frequency entered for all of the line items.
• The Start date and the Next Date to Bill will be populated with the earliest date for all of the line items.
• The End date and the Last Date Billed will be populated with the latest date for all of the line items.
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• The Continuous Billing field will default as marked if a line item has been marked as continuous billing in the Line Item Detail window. 11. Select the Line Items tab.
• Use the quick search option on Contract Entry screen to quickly find key line items.
• The quick search option can be used to locate any single phrase without spaces. To search for a string field (phrase with spaces) then it will need to be enclosed in quotations. For example contract has multiple items with variations of WIRE100 on it; to narrow the search for “WIRE100 A” search for “WIRE100 A” in quotations. Only the line items containing this phrase wil be displayed.
12. Enter all the items to be invoiced to the customer on this contract. • If the item is inventoried, enter or select the item number, unit of
measure, item quantity, and price level for the invoice.
Any inventory item that is included in an active contract cannot be deleted from Microsoft Dynamics GP. If you need to delete an inventory item that is on
an active contract, delete the item from the contract first before deleting it from Microsoft Dynamics GP.
• If the item is non-inventoried enter the item number, unit price, and the quantity. The CP (Contracted Price) check box will
automatically be marked. To update the price of a non-inventoried item, you must edit the price on the contract.
13. To keep an item at a static price, mark the CP (Contracted Price) check box. When the CP check box is marked, all price levels are disabled and all price changes must be entered manually. If you leave the
Contracted Price check box unmarked, price level pricing at the time of invoice creation will override the unit price entered in this window. Notes: Changes made to the price levels will be reflected on the contract as the changes are made.
14. Enter a markdown amount.
• To enter a markdown as a percentage, choose the Markdown expansion button. The Contract Markdown Entry window will open. Mark the percentage option and enter the percentage amount.
A markdown can not be specified for a line item that has been entered with a negative price.
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A Deferral Profile can be established for a markdown distribution.
15. Enter a Markdown End Date. This date will define the end date for a markdown amount being applied to a line item in Subscription Billing Contract Entry.
16. Select a billing frequency. It will be the default billing frequency for all the line items on the contract. However, each line item can have its own billing frequency. The billing cycle for the contract will be based on the line item with the most frequent billing cycle. For example, if a contract has one line item with a weekly billing frequency and the rest of the line items on the contract have a monthly billing frequency, the billing cycle will be based on weekly billings.
If you chose a user defined billing frequency of UD-Days or UD- Months, enter the number of days/months between billings in the corresponding UD-Days/UD-Months field. Use the UD-Months frequency option to bill for frequencies that exceed Annual billing frequency.
17. Enter the Comment ID—the comment will display as the default comment in the Line Item Detail window.
If a comment ID is entered, the comment ID and text will be used when the SOP invoice is created. Changes to the text of that comment ID in the Comment Setup window will be carried through to the contract. Changes made to the comment within the contract using the Contract Comment Entry window will be retained permanently. An icon will be displayed to indicate that the comment has been changed.
18. Enter the billing start date—the Billing State Date will be used in the proration calculation if the line is set to prorate.
19. Enter the billing end date—the date the contract will terminate. If an end date is not entered, this line item will be billed indefinitely. This is optional.
Take care that you do not inadvertently miss the last billing cycle when entering a billing end date. For instance, if you have a monthly contract that is to last for one year, you must enter an end date that is exactly a year after that start date.
If Continuous Billing has been marked for a line item, in the Line Item Detail window, the line item will continue to bill past the entered end date. 20. Enter the next scheduled billing date or accept the default value.
• If you must edit the Next Date to Bill, be VERY careful. Errors may result in missed billings. The system uses the Next Date to Bill to determine when recurring contract line items are eligible for invoicing, then automatically updates the Next Date to Bill field once an invoice has been created. When creating invoices, the Due Date on the Create Subscription Billing Documents window is compared to this date. If the Next Date to Bill is equal to or prior to the Due Date on the Create Documents window, an invoice will be created from this contract.
21. If you selected a billing frequency of monthly, bimonthly, quarterly, semiannually, or annually, select a billing day. Select End of Month to give true end of month billing.
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22. If the revenue from the item is to be deferred, please refer to Creating revenue/expense deferrals on page 68 for instructions.
The footer toolbar on the line items tab provides functionality such as:
•VCR buttons to help scroll through multiple line items. •Plus + sign icon to insert an additional line item. •Minus - sign icon to remove a selected line item.
When editing a line the Minus sign icon will be greyed out. Before you can delete the line press ESC to escape the line or ENTER to save the line.
•Skip Cycle icon to skip a billing cycle for a selected line item. •Hide/ Expand icons to change the line item view from single line to
double line.
23. (Optional) To assign user-defined fields to line items, highlight the item description using the + and expand the view. Select the User-Defined tab (on the Line Items tab). Use these fields for informational purposes only; the data is not sent to SOP.
24. Select the Options tab. This tab contains fields that will be populated from the Microsoft Dynamics GP customer card. Any changes made to the fields would only affect the current contract.
• If the option to Update Contract when Customer Card changes is marked in the Subscription Billing Setup Options window, and if payment terms are updated on the customer card, the payment terms on the contract will be updated as well.
25. Select a payment term which will be specific to the contract. This is optional.
26. To print a comment on the contract, select the Comment ID from the Comments lookup window or choose the Comment ID expansion button to create a one-time comment. For more information about adding comments, see Adding comments to the contract on page 66. 27. The Deferral Profile Group attaches deferral profiles, established in the
Microsoft Dynamics GP Revenue Expense Deferral module, to the line items on the contract.
Deferrals can be specified for each line item on the contact.
For more information about creating deferrals, see Creating revenue/ expense deferrals on page 68.
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28. If a Electronic Funds Transfer (EFT) payment record is to be created along with the invoice, select an EFT option from the Auto Payment Type drop-down list. See Integrating with Receivables Electronic Funds Transfer (EFT) on page 48 for more information.
If you integrate Subscription Billing with a credit card processing module, you will need to contact the company providing the credit card integration (For Example; Nodus or K-eCommerce).
29. Enter an Accounts Receivable account which will be specific for this contract or leave it blank to use the default set up for the company. See Assigning an Accounts Receivable account to contracts on page 39 for more information.
30. Enter a Bill to Address which will be specific for this contract or retain the default.
31. Enter a Ship to Address account which will be specific for this contract or retain the default.
Taxes in Sales Order Processing can be affected by the ship-to address that you select. Each address code may have an associated tax schedule ID that will override the tax schedule ID from the customer card. The shipping method associated with the address code can also affect the selection of tax
schedules. Please refer to the Microsoft Dynamics GP Sales Order Processing documentation for more information.
32. Enter a Salesperson ID which will be specific for this contract or retain the default.
33. Enter a Sales Territory which will be specific for this contract or retain the default.
34. Enter a Trade Discount, Freight, and Miscellaneous charge for this contract if applicable. These amounts will appear on all documents created from this contract.
35. On the User-defined tab choose the Contract Fields tab or the Sales Fields tab to enter Subscription Billing User-defined values. See Using Subscription Billing user-defined fields on page 44 for further
36. Select Save at any time during the contract entry process to save the entries that have been made.
The status of the contract will be changed to saved when the save button is selected.